> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Setup

> Choose your sender domain, set your sender address, and verify a custom subdomain for branded outbound email.

Email Setup controls the From address agents see when your team sends email from ProPilot. You
choose a default sender domain (the ProPilot domain or your own custom subdomain), set the sender
address, and, if you go custom, verify DNS records on your domain provider. Replies stay inside
ProPilot in both modes.

<Info>
  **Key things to know**

  * **Propilot domain** works immediately with no DNS setup. **Custom subdomain** needs DNS records added and verified first.
  * Your sender address locks permanently after the first email is sent. This protects existing conversation threads, so choose it carefully.
  * The custom subdomain option stays disabled in the default sender choice until verification passes.
  * Only admins can change Email Setup. Click **Save email settings** to apply changes.
</Info>

## Where to find it

Open **Settings** from the sidebar, then choose **Email Setup** under **Basic Setup**. The
section is titled **Email Domain**.

## What you configure

| Control                   | What it does                                                                                  | Where it shows up                              |
| ------------------------- | --------------------------------------------------------------------------------------------- | ---------------------------------------------- |
| **Default sender domain** | Picks which domain new outbound email sends from: **Propilot domain** or **Custom subdomain** | The From address on every email agents receive |
| **Sender Email**          | The part before the @ in your From address. A suggestion is generated from your Company Name  | The From address agents see and reply to       |
| **Custom domain setup**   | Your root domain plus a subdomain, for example inbox.acme.com, with the DNS records to add    | The branded From address once verified         |
| **Verify DNS**            | Checks that the DNS records you added at your provider are live                               | The verification status and the Verified badge |

## Which option should I use?

| Option               | Best for                      | What to know                                                                                                                                                                                                                                     |
| -------------------- | ----------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Propilot domain**  | Sending today with zero setup | Email sends from a ProPilot-managed address. No DNS work required.                                                                                                                                                                               |
| **Custom subdomain** | Teams that want branded email | Agents see an address on your own domain, such as [yourname@inbox.yourdomain.com](mailto:yourname@inbox.yourdomain.com). Requires adding DNS records at your domain provider and passing verification. Looks more professional and builds trust. |

You can configure both and switch the default between them at any time. Replies route into
ProPilot either way.

## Set up a custom subdomain

<Steps>
  <Step title="Enter your domain">
    On the **Custom subdomain** tab, fill in **Domain you own** (for example acme.com) and
    **Subdomain** (for example inbox). ProPilot shows the proposed hostname, such as
    inbox.acme.com.
  </Step>

  <Step title="Add the DNS records">
    ProPilot lists the exact records to add, including MX records, with Type, Host, Value, and
    Priority. It also detects which DNS provider manages your domain and shows provider-specific
    tips, such as whether to enter the host relative to your zone or as the full record name.
  </Step>

  <Step title="Verify">
    Save the records at your provider, then click **Verify DNS**. Changes usually propagate
    within minutes (typically 5-30) but can take up to 48 hours. The tab shows a **Pending**
    badge until checks pass, then **Verified**.
  </Step>

  <Step title="Set it as the default sender">
    Once verified, the **Custom subdomain** option unlocks under **Default sender domain**.
    Select it and click **Save email settings**.
  </Step>
</Steps>

## The sender address lock

The **Sender Email** field (the part before the @) can be edited until your organization sends
its first email. After that, it locks permanently and shows a **Locked** badge. This prevents
broken email threads and missed replies that would happen if the address changed mid-conversation.
If you genuinely need to change a locked address, contact support, and note that changing it may
break threading on existing conversations.

## What this affects

* **All outbound email** - [Messages](/features/messages), [Bulk Messaging](/features/bulk-messaging), and email steps in [Sequences](/features/sequences) send from the current default sender.
* **Replies** - agents reply to your sender address and those replies appear inside ProPilot.
* **Templates** - [Message Templates](/features/message-templates) keep their content; only the sending address changes.
* **Trust and deliverability** - a verified custom subdomain shows agents an address on your own brand.

For the day-to-day email workflow, see [Email Setup](/features/email-setup) in the features
section.

## Limitations

* The sender address locks after the first sent email and can only be changed through support.
* The custom subdomain cannot become the default sender until DNS verification passes.
* Only organization admins and owners can change these settings.
* Email signature, email forwarding, CC/BCC defaults, and reply mirroring are configured separately under [Advanced Settings > Communication](/settings/advanced-settings/communication). The page links there via **Open Email Forwarding**.

## Common questions

<AccordionGroup>
  <Accordion title="Why is the Custom subdomain option greyed out?">
    It unlocks only after you complete DNS setup and verification on the **Custom subdomain**
    tab. Until the status shows **Verified**, the default sender stays on the Propilot domain.
  </Accordion>

  <Accordion title="Why is my custom domain still not verified?">
    Check that every listed record was copied exactly, including Type, Host, Value, and Priority,
    and watch the provider-specific host tip: some providers want the host relative to your zone
    rather than the full hostname. Then allow time for DNS propagation - usually minutes, up to
    48 hours - and click **Verify DNS** again.
  </Accordion>

  <Accordion title="Can I change my sender address?">
    Yes, until your first email is sent. After that it locks permanently to protect existing
    threads. Contact support if you must change a locked address.
  </Accordion>

  <Accordion title="Do replies go to my regular inbox?">
    Replies arrive inside ProPilot. If you also want copies in an external mailbox, set up email
    forwarding under [Advanced Settings > Communication](/settings/advanced-settings/communication).
  </Accordion>

  <Accordion title="If I switch sender domains, what happens to old conversations?">
    Existing sent messages keep the address they were sent from. New sends use the current
    default sender domain. You can switch between configured options at any time.
  </Accordion>

  <Accordion title="Who can change Email Setup?">
    Only organization admins and owners. Members see the settings as read-only.
  </Accordion>
</AccordionGroup>